Trips Administrator

Start Date: 1st September 2025

Salary: Total prorated gross salary of £22,877 per annum

plus excellent benefits including healthcare, contributory pension scheme, free gym membership and lunch during term time

We are seeking to appoint an educational visits administrator from September 2025. This is an exciting opportunity to support the successful delivery of day trips and residential visits across the school. The successful candidate will be well organised, have excellent communication skills and will work with teaching staff and professional services staff to ensure that educational visits are organised in such a way that they run safely and successfully. The post will involve working closely with all stakeholders within the King's community, including the educational visits coordinators (EVCs) in the junior and senior schools, other staff, pupils and parents as well as outside agencies such as tour operators and activity providers.

Key responsibilities include:

Educational visits

• Assisting the educational visits coordinators with forward planning and maintaining the calendar of educational visits and trips
• Drafting, approving, and distributing parent communications regarding trips
• Collecting timely responses from parents, including consent forms, medical details, and activity-specific permissions
• Managing the filing and secure storage of trip-related documentation
• Preparing and compiling trip packs for trip leaders
• Supporting trip leaders through the trip approval process via the school's in-house approval system.
• Coordinating information sessions or events related to upcoming visits
• Scheduling and documenting pre-trip briefings between trip leaders, the safeguarding lead, and the medical team
• Assisting trip leaders and EVCs in liaising with travel providers, including booking and confirming arrangements
• Coordinating the collection of external provider forms from external providers
• Collaborating with the accounts department and trip leaders on budgeting and parent billing
• Assisting trip leaders in creating detailed itineraries, including outbound and return travel for exchanges
• Collecting and organising receipts and expenses with trip leaders and the finance department
• Helping to oversee the organisation of trip-related information on the school's SharePoint site in conjunction with the EVCs
• Providing administrative support to the EVCs in updating school policies as necessary
• Supporting the collection of feedback from stakeholders to enhance trip planning processes, including post-trip feedback

DBS checks for homestays and exchanges:

• Taking responsibility for obtaining and completing DBS checks for relevant personnel participating in homestays and exchanges
• Gathering and organising all necessary documentation for DBS checks and sending regular reminders as required
• Providing regular updates to the EVCs, other senior staff and visit leaders on the progress of DBS checks and flagging any issues to the bursar and director of people at an early stage

Person specification

Essential

• GCSE Level Qualification or equivalent including English and Maths
• Excellent command of written and spoken English
• Excellent IT skills (including Microsoft 365 applications including Outlook, Word, Excel, PowerPoint and Forms) and the ability and willingness to learn other bespoke programs
• Strong interpersonal skills, the ability to form relationships quickly and successfully, excellent judgment and diplomacy when dealing with staff, parents and pupils
• Adaptability and flexibility, with the ability to prioritise effectively, manage a busy workload and work independently
• A 'can do' attitude and a willingness to take on tasks that arise
• Calmness, proactivity, positivity and the ability to problem-solve under pressure
• Excellent organisational skills
• Confident, effective and assured communication skills, both in written and verbal form
• Ability to build strong relationships quickly and successfully at all levels
• Great attention to detail and accuracy
• A flexible and supportive team player who is willing to do whatever is required
• The ability to manage multiple projects simultaneously.

Desirable

• Role specific qualifications or training
• Prior experience of educational visits administration within a secondary school environment
• Experience of a similar role and/or work in an educational environment

Terms and Conditions

• Start date: 1st September 2025 (with induction before the start of term in late August)
• Salary: Total prorated gross salary of £22,877 per annum (based on FTE at £44,090) plus overtime pay, as required
• 27.5 hours a week, Monday - Friday, 9:00am to 3:00pm with 30 mins unpaid lunch break. Term time only
• Contributory pension scheme
• Programme of health benefits
• Free lunch in the Dining Hall during term-time
• Membership of the King's Sports Club

King's is one of the most successful schools in the world, with outstanding academic results, first-class pastoral care and a vibrant co-curriculum. Overlooking Wimbledon Common, the school is situated in one of the most attractive parts of south east England and benefits from exceptional grounds and facilities.

To apply for this role, please register your details online via our website (under useful information / career opportunities). Once you have registered your details with us, you can apply for vacancies by logging into the candidate area using your email address and chosen password. You will be asked to fill an online application form.

Closing date: Wednesday 13th August 2025 at 9am

Interviews: Tuesday 19th August 2025

This post is exempt from the Rehabilitation of Offenders Act (ROA) 1974.

King's is fully committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. Applicants will be required to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service. King's College School is fully committed to the principles of equality, diversity and inclusivity in its recruitment of teaching and support staff.